We are seeking a Business Operations Coordinator who will support the fiscal and administrative management of the department. They will work in partnership with the Assistant to the Vice Provost on reconciling expenses and budget allocation for a staff of 40+, ensuring compliance with departmental and university policies. They will orient and train staff concerning budgetary and expense matters including but not limited to protocol, technology and updates to policies/processes. They will work with the dean and assistant to the VP on quarterly budget preparations and summaries. They will also serve as the primary liaison between procurement/purchasing and the department.
Specific Duties & Responsibilities
Approve requests for and initiates office purchases and vendor payments through SAP. Process all payments for Vendors in SAP.
Process all Purchase Orders's needed for payments.
Reviews travel-related expenses for a staff of 30+ travelers.
Prepares and supports travel expense reimbursements in SAP for both staff and non-employee related expenses for approval by Administrative Manager.
Process all travel reimbursements for staff, employment candidates and/or students.
Facilitate travel advances for staff.
Coordinates submittal of payment of 3 procurement cards and approximately 28 Executive travel cards.
Weekly reviews of travel documentation and receipts through Concur to ensure compliance with procurement and travel cards.
Train staff and answers questions relating to budget procedures.
Confer with appropriate internal and external administrative offices to ensure that required procedures are followed.
Represent the Office of Undergraduate Admissions in any university administrative meetings.
Process Cash Journals to resolve any budget discrepancies.
Process all Application Fees and Enrollment Deposits.
Process uploads for Cash Accounting for Application Fees and Enrollment Deposits that come in electronically.
Manages student worker payment in TimsheetX for 100+ students.
Includes onboarding and pay schedule management.
Coordinates all IT equipment inventory for staff.
Serve as administrative backup for the Vice Provost's administrative assistant.
Provides administrative support to Dean and directors as needed. Includes but not limited to,
Travel and conference arrangements.
Staff event planning.
Phone and scheduling support.
HR related duties
Handles matters and documents of a sensitive and confidential nature.
Composes job requisitions accurately and in a timely manner and initiate job posting process when directed.
Assists with recruitment and hiring process.
Ensures all new hires are properly listed in payroll and Outlook as well as new hire onboarding at department level (ID card, parking, phone/laptop set-up, etc.).
Processes payroll/SAP ISRs for terminations, salary changes, employee reassignments, merit increases, bonuses, supplemental pay (OT) and other actions.
Liaison to staff regarding items related to payroll, taxes, and direct deposit as well as e210 and Employee Self-Service (ESS).
General administrative duties including
Supply inventory and facilities requests.
Serves as front desk staff for visit center.
Supports general email accounts and phones as needed.
Participates in all hands-on deck admissions events for prospective and admitted students.
Additional duties as assigned.
Two years of college is required. Bachelor's Degree preferred.
Three or more years related work experience working with a higher-level executive. Experience working alongside a leadership role to provide day to day operational and administrative support.
Special Knowledge, Skills & Abilities
Must demonstrate strong organizational and interpersonal skills.
Should have a solid customer service orientation while being able to balance multiple priorities and be self-directed in their work.
Quick learner, proactive in seeking necessary training and anticipating the needs of the office to support general operations.
Proactive and team-oriented approach to the work—proactively diagnosing inefficiencies and proposing business process solutions.
Strong attention to detail, respect for deadlines and ability to problem solve.
Effective communicator and a professional representative for the office in all externally and internally facing interactions.
Classified Title: Administrative Coordinator Working Title: Business Operations Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($60,000 budgeted; Commensurate with experience) Employee group: Full Time Schedule: Monday -Friday 8:30 am -5pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Undergraduate Admissions Personnel area: University Student Services
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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